As Apr. 15 nears, it is easy to imagine a scene that Norman
Rockwell might well have painted. The setting is the American
kitchen, table covered with boxes of receipts and various papers
scattered about, the clock on the wall nearing midnight, and a
frustrated individual scratching his or her head, struggling to
understand a tax form. Many skeptics would say that this image is
real  and immutable.

Nonetheless, whether it is tax forms, instructions regarding social
security benefits, or health messages from NIH, the federal
government is initiating a plan, the Plain Language Initiative, to
make all communication with the public "more responsive,
accessible and understandable." And NIH is determined to make this
effort a success. "It is important that the mission of the NIH be
stated in 'plain language' so it is understood by the American people
who stand to benefit by our research endeavors," said Dr. Ruth
Kirschstein, acting NIH director.

What is the Plain Language Initiative?

The Plain Language Initiative requires the use of plain language in all
new documents written for the public that explain how to obtain a
benefit or service or how to comply with a requirement. By Jan. 1,
2002, everything the federal government publishes must conform to
this requirement. Plain language is a style that requires the writer to
focus on what the reader needs to know, rather than what the writer
wants to say. (Correction: It is a style of writing that requires a focus
on what you need to know, not what I want to say.
Yes the use of personal pronouns is not only allowed but
also preferred!)

For most of us this initiative will require that we "unlearn" many
writing techniques that have become habitual. We will need to form
new habits such as: writing in the active instead of the passive voice
(for example, "Kirschstein decided that..." rather than, "It was
decided that..."); using common, everyday words instead of words
we need a thesaurus to find; shortening our sentences; making more
use of lists, tables, graphics and "white space"; and using the
"question and answer" format to organize material around the
interest of the reader.

These techniques are but a sampling of a way of writing that simply
makes sense. To find out more about how to write in plain language,
visit the National Partnership for Reinventing Government Web site
at www.plainlanguage.gov.

How will NIH implement the initiative?

Under the leadership of Karen O'Steen, director of the NIH
executive secretariat, NIH has taken several steps to implement this
Presidential directive. She has briefed institutes' and centers'
correspondence contacts and has sent a memo to IC directors and
OD staff. She has introduced a plain language section to the exec
sec web site at http://www1.od.nih.gov/execsec/plainlanguage.htm.
In addition, O'Steen has organized a plain language coordinating
committee composed of representatives from each IC. The PLCC
has established three subcommittees: a media subcommittee that will
address how NIH will inform staff and promote the initiative; a
training subcommittee that will focus on how NIH will provide
employees with the tools they need to write in plain language; and
an evaluation and awards subcommittee that will determine how this
initiative will be evaluated and successful efforts rewarded. The
executive secretariat will soon include a list of IC representatives on
its web site should you wish to contact yours with questions.

What resources are available?

The training subcommittee is developing a resource list of
recommended sources and means of training, including videotape
sessions, web-based training, and specialized group training. Also,
training opportunities are already available through the NIH Training
Center. At its web site, http://trainingcenter.od.nih.gov/, under
Communication Skills, you will find listed a course on Plain
Language in Government Writing and a course on Scientific and
Technical Writing. In addition, the executive secretariat is available
to give you assistance with an individual document, refer you to
resources, provide specialized training, and more. Contact them at
496-1461.

If you have succeeded in changing bureaucratese into plain language
and wish to share the "before" and "after" documents, forward them
to O'Steen in Bldg. 1, Rm. B1-44.